Guarantee a Return on Your SharePoint Investment – Intelligent Compliance


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Identification allows you to assign the correct policies, but only through enforcement of those policies can you achieve and maintain compliance cost effectively. Successful governance processes and their compliance establish an information framework that can deliver the availability, usability, integrity, and security of an organization’s information. Through this, you can prove Return on Investment (ROI) on new capabilities and prevent risks from generating costs that will prevent ROI.

In this webinar, which is one in a series on achieving ROI from SharePoint, Collabware, and Concept Searching will discuss strategies for enabling governance and compliance through the identification and classification of content, the assignment of policy, and enforcement through to archival and/or destruction.

Join us to explore statistical solutions that overcome the challenges in achieving effective discovery, tightly integrated with an organization’s metadata repository and information governance and compliance program. Then hear how we deliver secure, controlled, and actionable information, which is stored and preserved in accordance with internal and external compliance requirements.

What you will learn about during this session:
• How to lock down documents, restrict access, and apply metadata tags
• Increasing the quality of information for decision making
• Improving the speed of access to relevant, valuable information
• Achieving information transparency across agencies or external sources
• Creating a knowledge framework with integration between content management and business process

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Guarantee a Return on Your SharePoint Investment – Intelligent Compliance

  1. 1. Guarantee a Return on Your SharePoint Investment – Intelligent Compliance Ken Lemons VP Federal Programs Concept Searching Twitter @conceptsearch Graham Sibley CEO Collabware Twitter @collabware John Challis Founder and CTO/CEO Concept Searching Twitter @conceptsearch
  2. 2. Expert Speakers Graham Sibley – CEO at Collabware started the company with the goal of transforming the enterprise content management software industry through new ideas and approaches to traditional problems. He has over 15 years of experience and proven success in information management technology, SharePoint solution architecture and user experience design. Ken Lemons – VP of Federal Programs at Concept Searching has over 25 years’ experience in the IT industry, with a track record in consulting, solutions delivery, sales and project management in the federal sector. He has managed Microsoft consulting practices for several US government integrators, latterly as VP of Business Development for Air Force and DoD programs. Ken has provided US DoD agencies with solutions to address a range of challenges, leveraging a combination of Microsoft and third party technology solutions. John Challis – Founder and CTO/CEO at Concept Searching is an experienced entrepreneur, and has had success with several ventures involving the management of unstructured data. In 2002 he founded Concept Searching, and under his technical expertise introduced statistical search and classification products that utilize compound term processing to identify concepts within unstructured information.
  3. 3. Agenda • Introductions • Collabware • Compliance Challenges • Success Strategies • Achieving a ROI • Concept Searching • Approach and Technologies • Compliance and Governance • Issues • Processes • Demonstration • Next Steps
  4. 4. • Company founded in 2002 • Product launched in 2003 • Focus on management of structured and unstructured information • Technology Platform • Delivered as a web service • Automatic concept identification, content tagging, auto-classification, taxonomy management • Only statistical vendor that can extract conceptual metadata • 2009, 2010, 2011, 2012, 2013 ‘100 Companies that Matter in KM’ (KMWorld Magazine) and Trend Setting product of 2009, 2010, 2011, 2012, 2013 • Authority to Operate enterprise wide US Air Force and enterprise wide NETCON US Army • Locations: US, UK, and South Africa • Client base: Fortune 500/1000 organizations • Managed Partner under Microsoft global ISV Program - ‘go to partner’ for Microsoft for auto-classification and taxonomy management • Smart Content Framework™ for Information Governance • Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier, conceptClassifier for SharePoint, conceptTaxonomyWorkflow, conceptContentTypeUpdater for SharePoint Concept Searching – The Industry Leader in Managed Metadata Solutions
  5. 5. Collabware Enterprise Records Management Software for SharePoint Collabware is proud to be the first and only vendor to offer records managers a comprehensive content lifecycle management product for Microsoft SharePoint. From content creation to record destruction, our end-to-end solution offers: • a superior user experience • advanced records management features • complete compliance control • physical and electronic records management Company Information • Founded in 2010 • 2 North American locations Vancouver, British Columbia (headquarters) Waltham, Massachusetts
  6. 6. Underlying Problems with Enterprise Information and Collaboration Systems Server Content without Appropriate Metadata, Retention Codes, and Rights Management Templates means… Inadequate Policy Application Records Retention Codes Access Rights (PII, PHI, PCI, FOUO, etc..) Metadata Tagging (DDMS, USAF EVT, MeSH, etc…) (AFRIMS has 5, 237) The Future Exponential growth of information Preserved too long/destroyed too early Inadequate control of distribution Increasing costs and litigation The Challenge
  7. 7. Compliance Challenges People • Poor Adoption • End-User Burden • Lack of Process Alignment • Minimal Records Captured • Inaccurate Classification • Manual = Mistakes • Change Management • Forced Adoption of File Plan Technology • Separate Environments • Collaboration • ECM • Records Management • Results in Siloing Effect • Poor User Experience • Negative Effect on Adoption • End-User Frustration • Circumventing
  8. 8. Success Strategies • Focus on User Adoption • Automated Identification • Automated Classification • Automated Declaration • Align to Business Processes • Integrated Records Management • Subject Files and Case Files • Passive Participation in Compliance Activities • Integrate Technologies • One Access Point for Electronic and Physical • Simplified User Experience • Simple, Seamless, and Transparent
  9. 9. • Managed Metadata Services in SharePoint 2010 makes information actionable • Actionable information enables us to harness the power of knowledge operations • Metadata is the key • Semantic metadata makes information transparent (DoDD 8320.02 Data Sharing in a Net-centric DoD) • Records retention metadata directs the identification, preservation, and destruction of documents of record (DoDD 5015.2, Records Management in DoD) • Information assurance metadata protects content and maintains control over distribution (Privacy Act, HIPAA, Payment Card Industry, & Arms Export Control Act) Success Strategies
  10. 10. Achieving a Return On Investment Costs • Non-Compliance • Regulatory Fines • Discovery Fees • Settlement Fees • Non-Productivity • Manual Filing Time-Cost • Retrieval (Search) Time-Cost • Footprint • Physical Space Costs • Information Technology Costs Savings • Compliance • Defensible Retention/Disposition • Efficient Discovery • Supporting Content • Productivity • Automated, Accurate Filing • Automated Organization • Advanced Search • Reduced Footprint • Back-Scanning / Back-Disposition • Automated Purging of Non-Records • Efficient Infrastructure Allocation • Merge Systems / Retire Legacy
  11. 11. A Manual Metadata Approach Will Fail 95%+ Of The Time Issue Organizational Impact Inconsistent Less than 50% of content is correctly indexed, meta-tagged or efficiently searchable rendering it unusable to the organization. (IDC) Risky 59% of middle managers miss valuable information every day because they can’t find it or never see it (Accenture) Cumbersome - expensive Average cost of manually tagging one item runs from $4 - $7 per document and does not factor in the accuracy of the meta tags nor the repercussions from mis-tagged content. (Hoovers) Malicious compliance End users select first value in list. (Perspectives on Metadata, Sarah Courier) No perceived value for end user What’s in it for me? End user does not see value for organization nor risks associated with litigation and non- conformance to policies. Less than 14% of end users receive training. (AIIM) What have you seen Metadata will continue to be a problem due to inconsistent human behavior. The answer to consistent metadata is an automated approach that can extract the meaning from content eliminating manual metadata generation yet still providing the ability to manage knowledge assets in alignment with the unique corporate knowledge infrastructure. Manual Approach Leads to Failure
  12. 12. • Create enterprise automated metadata framework/model • Average return on investment minimum of 38% and runs as high as 600% (IDC) • Apply consistent meaningful metadata to enterprise content • Incorrect meta tags costs an organization $2,500 per user per year – in addition potential costs for non- compliance (IDC) • Guide users to relevant content with taxonomy navigation • Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais) • 100% ‘Recall’ of content, 35% Faster access to content ‘Precision’ • Use automatic conceptual metadata generation to improve Records Management • Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers) • Improve compliance processes, eliminate potential privacy exposures 1. Model and Validate 2. Automate Tagging 3. Findability 4. Business Processes 5. Records Management and PII 6. Life Cycle Management conceptClassifier for SharePoint 2010 provides an automated metadata approach for an immediate ROI and drives business value Accurate Approach
  13. 13. Compliance and Governance – Issues • New statutes, scandals, and litigation have elevated compliance and governance issues • Traditionally considered a low priority • Now regarded as a corporate objective impacting diverse groups with the organization • Estimated that less than 50% of content is correctly indexed • Average cost of tagging an item ranges from $4 to $7 • Convoluted and often complex end user tagging procedures have made governance almost impossible to enforce • Functional roles impacted by compliance and governance are pervasive • Human Resources, Legal, Records Management, Engineering, and Product Development
  14. 14. Compliance and Governance – Processes • Establish the information framework that can deliver • Availability of information • Usability of information • Integrity of information • Security of information • Business imperatives • Eliminate the burden of end-user tagging as well as errors and costs • Respond more quickly to change and address new mandates • Reduce unnecessary complexity and subsequent costs due to a lack of preparedness • Increase the quality of information for decision making
  15. 15. • Metadata driven application and enforcement of policies - conceptClassifier has been deployed since 2003 to automatically generate metadata and use that metadata to apply and enforce policies. Most clients are using the platform to support their information governance strategy. • Proven, mature functionality out of the box - The platform has been deployed in numerous sites and applications across the enterprise, including SharePoint 2007, 2010, 2013, Office 365, Documentum, Hummingbird, SQL Server, Oracle, File Shares, and web sites. Smart Content Framework™ Getting It Right
  16. 16. • Concept Searching’s statistical concept identification underpins all technologies • Multi-word suggestion is explicitly more valuable than single term suggestion algorithms • conceptClassifier will generate conceptual metadata by extracting multi-word terms that identify ‘triple heart bypass’ as a concept as opposed to single keywords • conceptTaxonomyManager uses statistical concept identification to provide real-time feedback during the process of building, testing, refining, and deploying taxonomies • Metadata can be used by any search engine index or any application/process that uses metadata. Concept Searching provides Automatic Concept Term Extraction Triple Baseball Three Heart Organ Center Bypass Highway Avoid Industry Unique Technology
  17. 17. Concept Searching Demonstration
  18. 18. • Failure to deploy Managed Metadata Services in SharePoint 2010 will • Reduce data transparency and accessibility as information assets continue to grow exponentially – increase the cost of data • Result in information being stored in the wrong location, preserved too long, and destroyed too early – increase litigation and FOIA costs • Expose sensitive content and lose control over information distribution – increase cost to respond to and remediate data breach • Guarantee the same results in SP 2010 as achieved with SP 2007 • Significantly de-value the enterprise investment Risk with Current SharePoint 2010 Deployment
  19. 19. • Qualitatively assess business value of demonstration approach shown • Recommend targeted pilot projects to further develop understanding and refine involvement, guidance, and training • Recommend a candidate for pilot activity • Refine business needs in coordination with functional organization • Develop comprehensive plan to achieve desired business outcomes • Define activities for • User community • Acquisition Next Steps
  20. 20. What’s the End Result? Collabware CLM and Concept Searching conceptClassifier for SharePoint • Combined leading-edge technologies • Industry-unique, end-to-end content lifecycle management solution • Automates everything for the end user • Content tagging • Metadata generation • Record classification • Record declaration • Record policy application • Find full details here For a comprehensive demo of the combined solution and discussion of expected ROI, please contact Ken Lemons at Concept Searching or Graham Sibley at Collabware
  21. 21. Definitions • Indexing: Initiates the foundational taxonomy/term set; establishes metadata clues and appropriate weighting of the clues. • Classification: Automatically applies metadata tagging to the appropriate information. • Metadata: Data that describes other data. • Ontology: Specification of the concepts of a domain and their relationships, structured to allow computer processing and reasoning. An ontology is a detailed model/picture/schema (pick your favorite word) of a slice of reality which is based on the facts that we know about that reality. This model/picture/schema is a description of some of the things and some of the relationships between the things that are known about that reality. • Taxonomy: The classification of information in an ordered system that indicates natural relationships. A structured categorization framework developed and agreed upon by organization and content owners that will be used to tag content. • Semantics: The study of the meaning of words. • Search: To examine (a record, writing, collection, repository, etc.) for information. • Structured data: Data that resides in fixed fields within a record or file. Relational databases and spreadsheets are examples of structured data. Although data in XML files are not fixed in location like traditional database records, they are nevertheless structured, because the data are tagged and can be accurately identified. • Syntactic: The study of the principles and processes by which sentences are constructed in particular languages. • Term Sets: SharePoint terminology for the taxonomy. • Unstructured data: Data that does not reside in fixed locations. The term generally refers to free-form text, which is ubiquitous. Examples are word processing documents, PDF files, e-mail messages, blogs and Web pages.
  22. 22. Thank You Ken Lemons VP Federal Programs Concept Searching Twitter @conceptsearch Graham Sibley CEO Collabware Twitter @collabware John Challis Founder and CTO/CEO Concept Searching Twitter @conceptsearch